Recruitment to HR
Oracle Taleo to Workday integration: hires from a Taleo export as pre-hires in Workday
With an integration between Oracle Taleo and Workday, applications that reach the hired step in Taleo are collected through a scheduled export and created as pre-hires in Workday, after which the hire starts with start date, position and location. Taleo does not report a hire by itself, so the integration works with exports at set times and not in real time.
What the integration does
Organisations that still recruit in Oracle Taleo while Workday is already the HR system receive hires as a report or email from Taleo. HR enters each candidate by hand as a pre-hire in Workday, and because Taleo reports nothing, a hire missing from the report only shows up when the new colleague arrives.
- We record at which step and status in the selection workflow an application is ready for Workday.
- KoppelHet requests an export from Taleo a few times a day and waits until the result is ready.
- Every new hire becomes a pre-hire in Workday, on the position from the requisition.
- KoppelHet starts the hire and remembers which applications have already been processed.
- Workday runs its own approvals. If an export or hire fails, it is shown in the KoppelHet platform.
What to watch for with Oracle Taleo and Workday
- Taleo sends no message to another system when someone is hired. KoppelHet therefore requests an export configured in Taleo Connect at set times. A hire thus reaches Workday as a pre-hire within a few hours, which is well in time for a start date weeks later.
- An export request to Taleo first returns only a reference number. With that number KoppelHet checks the status until Taleo returns a key for the result, and then fetches the CSV. If an export gets stuck, HR gets a notice instead of a silently missed hire.
- Taleo has a setting for exportable statuses, but it is meant for Oracle HCM. For Workday we put the filter on step and status in the export query itself.
- According to Oracle, an export on a busy step, such as new applications, puts a heavy load on the system because Taleo then searches the whole history. That is why KoppelHet only queries the hired step and nothing earlier in recruitment.
- Workday needs a position or organisation for a hire. A Taleo requisition does not know it, so we have recruiters enter the Workday position ID in a custom field on the requisition. If it is missing, KoppelHet stops with a notice.
- Taleo Connect does not export attachments. CV and signed contract therefore do not go to Workday; they stay in Taleo or HR adds them in Workday.
- If the organisation also uses Taleo's onboarding module, Taleo Connect provides a fixed CSV with new hires. That can be the source for Workday instead of a custom export on applications.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Can it be real time?
No, Taleo does not report hires by itself. With a few exports a day a hire reaches Workday the same day.
We will move to Workday Recruiting later. Does this integration make sense?
If the move takes more than a few months, yes. We only build the hire flow, so there is little to throw away.
Are approvals in Workday skipped?
No. Workday runs the steps and approvals you have configured.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Taleo through an export configuration from Taleo Connect Client (TCC). Submit Document returns a message key; the status is checked repeatedly until state 5 or higher and a correlation key is present; Get Document Results fetches the result (CSV). The columns must match the export configuration. Filter in the query on step, status and the period since the previous export.
- Workday through the Staffing web service with an Integration System User. Put_Applicant creates or updates the pre-hire; Hire_Employee hires the pre-hire into a position, headcount or job through the Hire Employee business process.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle Taleo | Field in Workday | Notes |
|---|---|---|
Nummer van de sollicitatie | External_Integration_ID_Data | An application that returns in a later export is not processed again |
Kandidaat: voornaam en achternaam | Legal_Name_Data | |
Kandidaat: e-mail en telefoon | Email_Address_Data en Phone_Data (privé) | |
Aanbod: startdatum | Hire_Date | |
Requisition: eigen veld met Workday-positienummer | Position_Reference | |
Requisition: locatie | Location_Reference | Through a lookup table |
Requisition: organisatie | Supervisory organization | Through a lookup table |
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